Administrative Coordinator - Athens, United States - University of Georgia

Description

Posting Details

Posting Details

Posting Number
S11610P

Working Title
Administrative Coordinator

Department
Public Health-Academic Affairs

About the University of Georgia
Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education ). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College/Unit/Department

College/Unit/Department website

Posting Type
External

Retirement Plan
TRS

Employment Type
Employee

Benefits Eligibility
Benefits Eligible

Full/Part time
Full Time

Work Schedule

Additional Schedule Information
Monday-Friday 8AM-5PM with occasional after hours

Advertised Salary
Commensurate with experience

Posting Date
02/05/2024

Open until filled
Yes

Closing Date

Proposed Starting Date
03/03/2024

Special Instructions to Applicants

Location of Vacancy
Athens Area

EEO Policy Statement
The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ).

Position Information

Classification Title
Office/Clerical Lead

FLSA
Non-Exempt

FTE
1.00

Minimum Qualifications
Requires at least a high school diploma or equivalent. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications

Position Summary
The Administrative Coordinator is responsible for coordinating the administrative functions of the Office of Academic Affairs. The Administrative Coordinator is responsible for the management of a variety of areas including fiscal, logistical, academic and faculty affairs and all incoming inquiries into the Office. This person also serves as the sole administrative and executive support person for the Associate Dean for Academic Affairs as well as monitoring all internal and external deadlines. The Administrative Coordinator serves as the principal point of administrative contact and liaison with internal and external constituencies and general business administration. The Administrative Coordinator provides initial and follow-up information to the Associate Dean, which may be of a highly confidential nature.

As the initial point of contact for a wide variety of constituents, including students, faculty, alumni and College visitors, members of the university administration and others, the Administrative Coordinator will be punctual, discreet, diplomatic and confidential while maintaining a high level of positive service.

Major duties include managing the affairs of the Office and assisting with Associate Dean and Academic Affairs staff and faculty needs; managing office, faculty, and student records as needed; serving as the initial point of contact with the office and preparing an array of documents for the Associate Dean, including hiring and contract renewals, meeting materials such as agendas, minutes and supporting material.

The Administrative Coordinator will possess the organizational and computer skills to use key university systems (OneUSG, UGAMart, UGA Financial Management System, Argos, Banner, and P-Card) and the standard office software (Word, Excel, etc.).

Knowledge, Skills, Abilities and/or Competencies

• The Administrative Coordinator will possess the organizational and computer skills to use key university systems (e.g., OneUSG, UGAMart, UGA Financial Management System) and the standard office software (Word, Excel, etc.).
• Strong communication and interpersonal skills are essential, as is a passion for excellence and a positive demeanor, as the Administrative Coordinator represents the department as its initial point of contact.
• The Administrative Coordinator should have an understanding and commitment to diversity, teamwork and collaborative culture.

Physical Demands

• Standard for a typical office environment.

Is driving a responsibility of this position?
No

Is this a Position of Trust?
Yes

Does this position have operation, access, or control of financial resources?
Yes

Does this position require a P-Card?
No

Is having a P-Card an essential function of this position?
No

Does this position have direct interaction or care of children under the age of 18 or direct patient care?
No

Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications)
Yes

Credit and P-Card policy
Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.

Background Investigation Policy
Offers of employment are contingent upon completion of a background investigation including, a criminal background check demonstrating your eligibility for employment with the University of Georgia; confirmation of the credentials and employment history reflected in your application materials (including reference checks) as they relate to the job-based requirements of the position applied for; and, if applicable, a satisfactory credit check. You may also be subject to a pre-employment drug test for positions with high-risk responsibilities, if applicable. Please visit the UGA Background Check website.

Duties/Responsibilities

Duties/Responsibilities
Support Office Operations:

• Making, managing, or assisting with travel arrangements for Office faculty and staff, and as needed, campus visitors.
• Reimbursement requests, including proficiency with UGA FAME for any Foundation requests.
• Purchasing, ordering supplies and promotional materials.
• Maintaining office equipment for the department.
• Keeping internal records of expenditures.
• Administrative upkeep and oversight of department's state budget.
• Using UGAMart/OneSource, processing purchase orders and check requests, timely payment of office staff and vendors.
• Maintaining eLC unit policies and procedures course for academic affairs.
• Overseeing and directing management of electronic and hard copy records kept in the Office.
• Maintaining Office inventory.
• Submitting departmental work orders.
• Support for onboarding graduate assistants.
• Other duties as assigned.

Percentage of time
40

Duties/Responsibilities
Oversee and Manage the Day-to-Day Activities of the Office:

• Administrative support for the Office of Academic Affairs.
• Administrative support for the Associate Dean of Academic Affairs.
• Cover the front office; answer phone, handle in/out-going mail, UPS.
• The first point of contact for individuals/students seeking more information about the services offered by members of this office.
• Maintain the office's master calendar.
• Course Loading in banner and distribution of course evaluations.
• Management of CPH classrooms via 25Live.
• Accessing University Systems for reporting purposes.

Percentage of time
30

Duties/Responsibilities
Serve as the Assistant to the Assoc Dean of Academic Affairs:

• Serve as a liaison between the Associate Dean for Academic Affairs and other departmental faculty, staff, and students.
• Set up Office meetings which includes coordinating time and place for meeting, working with Associate Dean and others to prepare agenda and recording minutes.
• Administrative staff support for accreditation/program review.

Percentage of time
10

Duties/Responsibilities
Support Student and College Events:

• Coordination of events sponsored by the Office of Academic Affairs.
• Coordination of other College-wide events when needed.
• Liaison b/w office and vendors.
• Liaison b/w office and FMD.
• Support with event approval requests and forms.
• Any other duties as assigned.
• May be occasionally asked to work outside of normal office hours.

Percentage of time
10

Duties/Responsibilities
Committee & Backup Support

• Attend and take minutes at specific committee meetings at the college level and backup assistance for Dean's Office when necessary.
• Assist as needed with P&T and Awards Committee.
• This position must demonstrate flexibility with additional tasks and duties added as the college grows.

Percentage of time
10